Specialty Studios Project & Operations Coordinator

HLW is built on the belief that exceptional design begins with exceptional people. With a 140-year legacy as a global, award-winning architecture and design firm, we collaborate with leading clients to shape meaningful, future-focused environments. Our culture is collaborative, inclusive, and growth-minded, offering hybrid work flexibility, competitive compensation, and comprehensive benefits.

For more information about our culture, visit www.hlw.com.

Position Summary

HLW’s in-house Specialty Studios bring focused expertise in strategy, sustainability, architectural lighting, and brand experience to complement our architecture and interior design services. Together, these studios support a comprehensive, integrated approach to creating meaningful environments for our clients.

The Specialty Studio Project & Operations Coordinator will support three of HLW’s Specialty Studios: Ark, Spark, and brandx. Reporting to a member of HLW’s Global Leadership Team, this position will work closely with the Specialty Studio Directors, who are based across three time zones (New York, California, and London), and the Director of Finance to support and coordinate project operations, maintain accurate financial tracking, support resource planning, and improve the systems and processes that help the studios operate effectively.

This role is responsible for coordinating projects throughout their lifecycle, from pursuit and contract processing through project setup, financial monitoring, billing, resource tracking, and closeout. The coordinator will maintain a reliable, current view of project status, financial performance, staffing capacity, and upcoming workload, helping Specialty Studio Directors anticipate issues and make informed decisions.

The ideal candidate is highly organized, financially astute, detail-oriented, and comfortable working independently with multiple teams and senior leaders. They enjoy creating structure, improving processes, and ensuring that important details are consistently tracked and addressed.

This is a cross-functional coordination role focused on enabling the Specialty Studios to operate efficiently, maintain strong financial controls, and dedicate more time to clients, design, and business development.

Job Responsibilities

Project Financial Controls & Administration

• Coordinate project setup in Deltek Vantagepoint, ensuring that project information, budgets, fees, contracts, and billing schedules are accurately established and maintained.
• Monitor project hours and expenditures against approved fees and budgets, track burn rates, and help forecast fees to completion. Coordinate and track proposals and additional services requests, as needed, in collaboration with the Specialty Studio Directors.
• Coordinate monthly billing, work-in-progress (WIP) reviews, and accounts receivable follow-up in collaboration with the Specialty Studio Directors, Director of Finance, and clients as appropriate.
• Track project financial performance and identify potential budget overruns, billing delays, and other financial risks.
• Prepare regular financial reports and project status updates for the Specialty Studio Directors, Director of Finance, and Leadership.
• Coordinate contracts, amendments, and billing terms with Specialty Studio Directors, HLW Project Managers, Finance, and clients, ensuring documentation and approvals are completed in a timely manner.
• Follow up on outstanding financial and administrative issues, escalating risks and recommending corrective action when needed.

Resource & Project Coordination

• Assist the Specialty Studio Directors to maintain an up-to-date view of active and upcoming projects, schedules, staffing assignments, workload, and team availability across Ark, Spark, and brandx.
• Maintain staffing schedules and identify potential capacity gaps, scheduling conflicts, and competing resource needs for resolution by the Specialty Studio Directors.
• In coordination with the Specialty Studio Directors track project milestones, deliverables, and administrative requirements to support effective project execution.
• Assist project teams with project kickoffs, handoffs, closeout activities, and related documentation to ensure consistency throughout the project lifecycle.
• Work with Studio Directors to maintain visibility into the project pipeline and anticipate upcoming resource and operational needs.
• In coordination with the Specialty Studio Directors help ensure that project information, staffing plans, and financial forecasts remain current as project scopes and schedules evolve.

Business Development & Commercial Coordination

• Support RFP responses, proposals and project pursuits by coordinating project information, schedules, pipeline maintenance, and related administrative requirements in Deltek Vantagepoint.
• Work with the Specialty Studio Directors to track upcoming opportunities and anticipated project starts.
• Coordinate contract processing, amendments, and billing arrangements following commercial decisions made by the Specialty Studio Directors and appropriate firm leadership.
• Help ensure that project commitments, contractual requirements, and billing milestones are properly documented and communicated.

Systems & Process Improvement

• Build, maintain, and improve project trackers, resource schedules, financial reports, and dashboards in Deltek Vantagepoint and other relevant systems.
• Establish consistent processes for project setup, financial monitoring, resource tracking, billing coordination, and project closeout across the three studios.
• Identify recurring administrative bottlenecks, reporting gaps, and operational challenges, and develop practical solutions in collaboration with the Specialty Studio Directors, Finance, and relevant HLW teams.
• Identify opportunities to automate repetitive tasks, improve data accuracy, and reduce unnecessary coordination.
• Promote consistent use of systems, documentation, and reporting practices to improve visibility and accountability across the Specialty Studios.

Role Qualifications

Education & Experience

• Bachelor’s degree required; degree discipline is flexible.
• 4-8 years of relevant professional experience in project coordination, project financial administration, operations, or a related field.
• Experience working in a project-based professional services environment; experience with architecture, interior design, engineering, or related consulting firms is preferred.
• Demonstrated experience coordinating project budgets, financial tracking, billing, schedules, or resource planning.

Technical Skills & Knowledge

• Proficiency in Deltek Vantagepoint is preferred, including experience working with project information, financial data, reporting, or related project controls.
• Strong proficiency in Microsoft Excel and the Microsoft Office suite.
• Experience with Microsoft Teams, SharePoint, and other collaboration or project management tools.
• Ability to organize, analyze, and communicate project and financial information accurately.
• Comfort working with complex data, multiple projects, and competing deadlines.

Organizational & Communication Skills

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills, with the ability to work effectively with senior leadership, Studio Directors, Finance, project teams, and clients.
• Ability to manage multiple priorities, follow through on outstanding issues, and proactively identify potential problems.
• Sound judgment in determining when to resolve issues independently and when to escalate them.
• Ability to work independently while maintaining strong communication and collaboration across multiple teams.

Financial & Operational Skills

• Experience tracking project budgets, fees, labor expenditures, billing, and financial performance.
• Understanding of project-based financial reporting, including hours against fees, WIP, accounts receivable, and forecasting.
• Ability to identify discrepancies, recognize financial or operational risks, and bring issues forward with potential solutions.
• Interest in process improvement, systems development, and creating more efficient ways of working.

Why Join Us? We Offer

• A collaborative, hybrid work environment with three days onsite per week.
• A diverse, creative studio culture grounded in technical rigor and design excellence.
• Opportunities for professional growth, mentorship, and advancement.
• Competitive compensation and a comprehensive benefits package.

Compensation & Benefits

The expected salary range for this position is $90,000–$120,000. Compensation will be determined based on relevant experience, qualifications, location, and other job-related factors.

HLW is committed to supporting the health and well-being of our team members. Our comprehensive benefits package includes medical, dental, and vision coverage; life and disability insurance; paid time off; flexible spending accounts; an employee assistance plan; parental leave; financial assistance toward professional licensing and reimbursement for certification exam fees; a 401(k) plan; and commuter benefits.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, sexual orientation, protected veteran status, or disability status.

Application Requirements: Please submit a resume outlining relevant experience and qualifications.